Description
EXECUTIVE OPERATIONS COORDINATOR
REPORTS TO: Director, Executive Operations
FLSA STATUS: Exempt
SUMMARY
The Executive Operations Coordinator plays a critical role on the Executive Operations Team, providing high-impact administrative coordination and project support to ensure organizational priorities move forward efficiently. This role bridges tactical execution and strategic operations by supporting executive initiatives, coordinating cross-functional projects, and managing complex administrative workflows.
The ideal candidate is highly organized, proactive, and comfortable working across all levels of the organization, from frontline team members to senior leadership.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Executive & Administrative Operations
- Provide advanced administrative and operational support to executive leaders, including complex calendar coordination, meeting preparation, follow-ups, and documentation
- Coordinate executive-level meetings and strategic sessions, ensuring agendas, materials, notes, and action items are prepared, documented, and tracked through completion without repeated reminders
- Serve as a central point of contact between executives and internal teams, ensuring clear communication, timely follow-through, and proactive escalation when progress or clarity is at risk
- Handle sensitive and confidential information with discretion, professionalism, and sound judgment
Project & Initiative Coordination
- Track multiple concurrent projects by actively managing timelines, deliverables, dependencies, and ownership to ensure momentum is maintained
- Maintain accurate and current project documentation, status updates, dashboards, and reporting to support visibility and accountability
- Proactively follow up with stakeholders to ensure commitments and milestones are completed on time, escalating when progress stalls
- Identify risks, delays, or gaps in execution early and escalate issues appropriately to avoid last-minute surprises
- Assist with planning and execution of operational initiatives, process improvements, and cross-functional projects
Process Improvement & Operational Effectiveness
- Document, maintain, and improve executive and operational processes to support consistency, efficiency, and reliable execution
- Maintain organized systems for files, reports, communications, and recurring workflows
- Identify inefficiencies and recommend practical, implementable improvements to enhance operational effectiveness and scalability
Cross-Functional Collaboration & Communication
- Partner with leaders and teams across the organization to coordinate initiatives, gather information, and support execution
- Support internal communications related to executive priorities, project updates, and operational initiatives
- Maintain a professional, service-oriented approach while ensuring accountability and follow-through across teams without direct authority
- Perform all other duties as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Bachelor’s degree in Business or a related field (required)
- Paralegal or experience working with legal documents is a plus
- Strong organizational and time-management skills with the ability to manage competing priorities, high-volume coordination, and shifting demands
- High attention to detail with consistent follow-through and accountability
- Excellent written and verbal communication skills, with the ability to interact professionally across all levels of the organization
- Professional judgment, discretion, and the proven ability to handle sensitive and confidential information appropriately
- Proficiency with common business tools, including Microsoft Office and project management software such as Smartsheet or similar platforms
- Strong problem-solving and critical-thinking skills with the ability to anticipate needs and proactively address issues
- Adaptability and effectiveness in a fast-paced, executive-facing environment
- Ability to work independently, maintain accuracy, and drive tasks to completion without repeated direction
- Collaborative, service-oriented mindset paired with the ability to maintain accountability and follow-through across teams
- Experience supporting executives, senior leadership teams, or working in a mid-sized or growing organization is preferred
WORKING CONDITIONS
- Work is typically performed in normal office conditions.
- Position requires occasional overnight travel.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to sit for prolonged periods of time in front of a computer daily
- Frequently required to stand; walk; and stoop, kneel, crouch or crawl
- Must have visual and hearing acuity
- Ability to use hands and fingers to reach, lift and carry 25 pounds on a regular basis
- Digital dexterity and hand/eye coordination in operation of office equipment including a computer
- Ability to speak to, hear, and understand others via phone and in person in English
- Must be able to travel by car and plane as needed to meet business needs
